Sample Volunteer Matrix PARK GALA.xlsx

	A	B	C	D	E	F	G
1		Sample Volunteer Matrix
2		Outdoor Gala
3		2 day set up (event was on Saturday)
4
5	Date	Set Up Wednesday	#vols/staff	Location	Time	Time	Notes
6	3-Jun	Bright pipe & base delivered		venue	2:00	2:00	rental company
7		Brilliant Bulbs installation		venue			AJ oversee lighting installation
8		Assemble materials		Client Offices			name tags, pledge cards, signage, etc.
9		Client purchase misc items		Smart & Final			cookies, extra disposables, flowers
10
11		Set Up Thursday
12		Transport items from offices	4	Client Offices	8:00		staff
13		Heavy lifting and ladders	2	Venue			TBD volunteers, papel picados
14		Set up waters & snacks	1	Venue	8:30		QB
15		Oversee rental deliveries	2	Venue	8:30		QB
16		Set up signage	2	Venue	11:00	2:00	staff
17		Set up Watts Tower model	2	Venue	11:00	2:00	staff
18		Table cloths on tables	4	Venue	11:00	2:00	QB
19		Set up name tags	2	Venue	11:00	2:00	staff
20		Set up registration	2	Venue	4:00	9:00	staff
21		Set up tote bags & membership	2	Venue	4:00	9:00	staff
22		Volunteers arrive	20	Venue	4:00	9:00	volunteers
23		Volunteer walkthrough	20	Venue	4:15	9:00	QB
24		Registration training	14	Venue	4:30	9:00	QB
25
26		EVENT:	#vols/staff	Location			Notes
27	4-Jun	Registration Manager	1	Registration	5:00	6:30	AJ assistant, line concierge
28		Registration Team	14	Registration	5:00	6:30	volunteers, 1 remains all night
29		VIP Concierge	1	Registration	5:00	6:30	AJ lead assistant
30		Entry Greeter	1	Step & Repeat	5:15	9:00	volunteers, at entry gate
31		Name Tag Assistant	2	Name Tags	5:15	6:30	volunteers
32		Catering Manager	1	Buffets	5:15	9:00	QB
33		Membership/Tote bags	1	Membership	5:15	7:00	volunteers
34		Garden Docent	1	Garden	5:15	7:00	volunteer
35		Flow Manager	1	General	5:15	7:00	AJ
36		Buffet Concierges	2	Buffets	6:00	7:00	Host Helpers
37		Table Bussers	6	General	6:30	8:30	volunteer, hired staff as well
38		Churros Managers	2	Buffets	7:00	7:30	Host Helpers
39		Paddle Raise Spotters	10	General	7:30	8:00	volunteers & staff & QB
40
41
42		CLEAN UP:	#vols/staff	Location			Notes
43		Trash Trackers	4	General	8:30	9:30	staff, QB
44		Pack up items for office	4	General	9:00	9:30	staff
45		Oversee rental & lighting pick up	3	General	9:00	11:00	QB
46		Return items to offices	4	Client	10:00	10:30	staff
47		Final walkthrough of venue	2	General	11:00	11:15	AJ & client
48
49	Set Up:
50		Transport items from office
51		Install papel picado
52		Place easels and signage
53		Set up chairs
54		Put linens on table
55		Assemble floral centepieces
56		Place battery lights
57		Set up membership/tote bags
58
59	Event:
60		Registration	14
61		Entry Greeter	1
62		Membership	1
63		Name Tags	2
64		Garden Docent	1
65		Total for the event:	19
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